Specialist Neurological & Falls Physiotherapy, expert care from childhood through adulthood

1. Purpose

   This policy outlines how our clinic obtains informed consent from patients (adults and children) prior to assessment and treatment. It ensures that all patients understand the nature, purpose, benefits and risks of physiotherapy interventions and agree to receive care voluntarily.

2. Adult Consent

   Definition:

   Adult patients are individuals aged 18 years or older who are capable of making their own healthcare decisions.

   Policy:

   1. Information Provision – Before any treatment, the physiotherapist will explain:
      • The assessment and treatment plan.
      • Expected benefits and potential risks.
      • Alternative options, including no treatment.
   2. Voluntary Consent – Consent must be freely given without pressure.
   3. Documentation – Written consent will be obtained via the patient intake form and recorded in the patient’s notes.
   4. Ongoing Consent – Consent is not a one-time event; patients can withdraw or modify consent at any point during treatment.
   5. Capacity – If a patient lacks capacity to consent, treatment may only proceed with a legally authorised representative.

   Statement for Patients:

   "I have received information about my assessment and treatment, understand the risks and benefits and agree to receive physiotherapy care."

3. Child Consent

   Definition:

   Children are individuals under 18 years of age. Parental/guardian consent is required.

   Policy:

   1. Parental/Guardian Consent – A parent or legal guardian must provide consent before the child is assessed or treated.
   2. Child Assent – Where possible, the child’s understanding and willingness to participate will be sought in age-appropriate language.
   3. Information Provision – The physiotherapist will explain to the parent/guardian and the child:
      • The assessment and treatment plan.
      • Expected benefits and potential risks.
      • Alternatives, including the option not to treat.
   4. Documentation – Consent will be recorded on a child consent form and included in the patient record.
   5. Ongoing Consent – Parents/guardians and children can withdraw consent at any time.

   Statement for Parents/Guardians:

   "I am the parent/legal guardian of [child’s name]. I have received information about the proposed assessment and treatment, understand the potential risks and benefits, and give consent for my child to receive physiotherapy care."

4. Review and Updates

   • This policy is reviewed annually or when there are changes in legislation, clinical guidelines, or clinic procedures.
   • All staff are trained to follow this consent policy and to answer questions from patients or guardians.

5. Responsibilities

   • Physiotherapists: Ensure informed consent is obtained and documented.
   • Reception/Admin Staff: Provide consent forms and explain procedures to patients/guardians.
   • Clinic Owner/Manager: Monitor adherence to this policy and provide staff training.

Buzzy Bees Physiotherapy

Policy Statement

Scope

Our Commitment

Responsibilities

Implementation

Monitoring & Review

Approval & Review

Policy Statement

Purpose

1. Scope

   This policy applies to all employees, contractors, volunteers, and students working within the clinic. It covers:

   • Patient-related incidents (falls, adverse reactions, treatment errors).
   • Staff-related incidents (injuries, exposure to hazards).
   • Environmental or property incidents (equipment faults, slip/trip hazards).
   • Near misses or potentially unsafe situations.

2. Definitions

   • Incident: Any event that causes harm or has the potential to cause harm.
   • Near Miss: An event that could have caused harm but did not.
   • Serious Incident: Any incident that results in hospitalisation, significant injury, or major equipment/property damage.

3. Responsibilities

   All Staff:

   • Report incidents immediately to the supervisor or manager.
   • Complete the incident report form accurately and promptly.

   Clinic Manager / Supervisor:

   • Ensure incidents are logged and investigated.
   • Notify relevant authorities if required (e.g. RIDDOR).
   • Follow up to implement corrective actions and prevent recurrence.
   • Maintain incident records.
   • Review trends and provide recommendations for improvements.

4. Incident Reporting Procedure

   1. Immediate Action – Ensure the safety of all involved, provide first aid if necessary and secure the area.
   2. Report – Notify the Clinic Manager or Supervisor immediately.
   3. Document – Complete an Incident Report Form, including:
      • Date, time and location.
      • Individuals involved.
      • Description of what happened.
      • Immediate actions taken.
      • Witnesses (if any).
   4. Investigation – Clinic Manager reviews the incident and determines:
      • Cause.
      • Preventative measures.
      • Whether external reporting is required.
   5. Follow-Up – Implement corrective measures and communicate lessons learned to staff.
   6. Record Keeping – Store incident reports securely for a minimum of 3 years (or as required by law).

5. Confidentiality

   All incident reports are treated confidentially. Information is shared only with relevant staff, regulatory bodies or insurers as necessary.

6. Training

   All staff must have read this policy during induction and receive annual refreshers on incident identification, reporting and management.

7. Review

   This policy will be reviewed annually, or after a significant incident, to ensure it remains effective and compliant with legislation.

Approval

Policy Statement

1. Purpose

   The purpose of this policy is to:

   • Protect staff and patients from injury related to manual handling activities.
   • Provide clear guidance on safe handling procedures.
   • Comply with relevant health and safety legislation.

2. Scope

   This policy applies to all staff, subcontractors and volunteers who may be required to lift, move, or support patients, equipment or supplies within the clinic or during community visits.

3. Responsibilities

   Clinic Owner / Manager:

   • Ensure that risk assessments for manual handling are carried out.
   • Provide appropriate training and equipment.
   • Monitor compliance with safe handling procedures.

   Staff:

   • Follow the manual handling procedures outlined in this policy.
   • Report any incidents, near misses or concerns immediately.
   • Attend all required training sessions.

4. Risk Assessment

   • Identify tasks that involve manual handling (lifting, transferring, supporting, repositioning patients or equipment).
   • Assess the risks associated with each task, including patient weight, mobility and environmental factors.
   • Implement control measures to minimise risks, such as using mechanical aids or adjusting patient positioning.

5. Safe Handling Procedures

   1. Planning – Assess the task before moving. Identify hazards and plan the lift.
   2. Positioning – Maintain a stable stance, keep feet shoulder-width apart and bend knees—not the back.
   3. Lifting & Moving – Use smooth movements, avoid twisting, keep the load close to your body.
   4. Use of Equipment – Utilise hoists, slide sheets, transfer belts or trolleys whenever possible.
   5. Team Lifting – Ensure adequate staff are available and coordinate movements verbally.
   6. Patient Participation – Encourage patients to assist with movements where safely possible.

6. Training

   • All staff will have up to date manual handling training.
   • Training will cover correct lifting techniques, use of mechanical aids and patient transfer protocols.

7. Incident Reporting

   • Any manual handling injury or near miss must be reported immediately to the manager.
   • An investigation will be conducted to prevent recurrence and adjustments to procedures or equipment will be made if necessary.

8. Monitoring & Review

   • This policy will be reviewed annually or following a significant incident.
   • Feedback from staff will be used to improve manual handling procedures continuously.

Approval

Effective Date

1. Introduction

   Buzzy Bees Physiotherapy is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal data in accordance with:

   • The UK General Data Protection Regulation (UK GDPR).
   • The Data Protection Act 2018.

   This policy applies to clients, families, case managers, referrers, staff, and website users.

2. Who We Are

   Buzzy Bees Physiotherapy is a community physiotherapy service providing rehabilitation in clinic, home, education and community settings.

   Data Controller:

   Buzzy Bees Physiotherapy

   info@buzzybeesphysio.co.uk

   07752 884576

   If you have any questions about this Privacy Policy, please contact us using the details above.

3. What Information We Collect

   We may collect and process the following categories of information:

   Personal Information:

   • Name.
   • Date of birth.
   • Address.
   • Contact details (phone, email).
   • NHS number (where relevant).
   • Emergency contact details.

   Special Category Health Information:

   • Medical history.
   • Diagnosis.
   • Treatment records.
   • Assessment findings.
   • Therapy plans and progress notes.
   • Risk assessments.

   Litigation or Case Management Information (if applicable):

   • Claim reference numbers.
   • Solicitor or case manager details.
   • Rehabilitation reports.

   Website Information:

   • Contact form submissions.
   • Basic website usage data (via cookies).

4. How We Use Your Information

   We use your personal data to:

   • Provide physiotherapy assessment and treatment.
   • Develop and review rehabilitation programmes.
   • Communicate with clients, families, GPs, consultants, and case managers.
   • Produce clinical reports.
   • Manage appointments and invoicing.
   • Comply with legal and regulatory requirements.

   We process health information under Article 9(2)(h) UK GDPR (provision of health care).

   Where services are delivered under the Rehabilitation Code or litigation framework, information may be shared with authorised professionals involved in the claim.

5. Lawful Basis for Processing

   We process personal data under one or more of the following lawful bases:

   • Provision of healthcare.
   • Performance of a contract.
   • Legitimate interests.
   • Legal obligation.
   • Explicit consent (where required).

6. How We Store and Protect Your Data

   We take appropriate technical and organisational measures to safeguard your data, including:

   • Secure electronic clinical record systems.
   • Password-protected devices.
   • Encrypted storage where applicable.
   • Secure cloud-based systems compliant with UK GDPR.
   • Restricted access to authorised personnel only.

   Paper records (if used) are stored securely and disposed of confidentially.

7. Data Sharing

   We only share information where necessary and appropriate. This may include:

   • GPs and medical consultants.
   • Case managers.
   • Solicitors.
   • Other healthcare professionals.
   • Insurers or compensators (where applicable).

   We do not sell personal data.

8. Data Retention

   Clinical records are retained in accordance with NHS and CSP guidance:

   • Adults: minimum of 8 years after discharge.
   • Children and young people: until age 25 (or 26 if treated at age 17).

   Litigation-related records may be retained for longer in line with legal requirements.

9. Your Rights

   Under UK GDPR, you have the right to:

   • Access your personal data.
   • Request correction of inaccurate information.
   • Request erasure (in certain circumstances).
   • Restrict processing.
   • Object to processing.
   • Data portability.
   • Lodge a complaint with the Information Commissioner’s Office (ICO).

   ICO Website: https://ico.org.uk

10. Cookies (Website Use)

    If you visit our website, we may use cookies to improve user experience. You can control cookie settings through your browser.

11. Changes to This Policy

    We may update this Privacy Policy from time to time. The most recent version will always be available upon request or on our website.

12. Contact Us

    If you have any questions about this Privacy Policy or how your data is handled, please contact:

    Buzzy Bees Physiotherapy

    info@buzzybeesphysio.co.uk

    07752 884576

Effective Date

Review Date

1. Policy Statement

   Buzzy Bees Physiotherapy is committed to safeguarding and promoting the welfare of children, young people, and adults at risk.

   We recognise our duty of care to protect individuals from abuse, neglect, exploitation, and harm in all settings where we deliver services, including:

   • Client homes.
   • Clinics.
   • Schools.
   • Community venues.
   • Hydrotherapy pools.
   • Outdoor rehabilitation settings.

   Safeguarding is everyone’s responsibility. All staff, contractors, and associates must understand their role in recognising and responding to safeguarding concerns.

2. Scope

   This policy applies to:

   • Physiotherapists.
   • Rehabilitation Assistants.
   • Administrative staff.
   • Students.
   • Contractors.
   • Volunteers.

   It covers both children (under 18) and adults at risk (as defined by the Care Act 2014).

3. Definitions

   Child

   Any person under the age of 18.

   Adult at Risk

   An adult who:

   • Has care and support needs.
   • Is experiencing, or at risk of, abuse or neglect.
   • Is unable to protect themselves because of those needs.

4. Types of Abuse

   Safeguarding concerns may include (but are not limited to):

   Children and Adults

   • Physical abuse.
   • Emotional or psychological abuse.
   • Sexual abuse.
   • Neglect or acts of omission.
   • Financial or material abuse.
   • Discriminatory abuse.
   • Domestic abuse.
   • Modern slavery.
   • Exploitation (including criminal or sexual exploitation).
   • Online abuse.

   Staff must remain vigilant to signs including unexplained injuries, behavioural changes, withdrawal, fearfulness, or disclosure.

5. Safer Recruitment

   We are committed to safer recruitment practices, including:

   • Enhanced DBS checks where appropriate.
   • Verification of identity and qualifications.
   • Professional registration checks (HCPC).
   • References prior to employment.
   • Ongoing professional supervision.

6. Responsibilities

   Safeguarding Lead

   The Designated Safeguarding Lead (DSL) is:

   Name: Claire Williamson

   Role: Director

   Contact: info@buzzybeesphysio.co.uk

   The DSL is responsible for:

   • Receiving safeguarding concerns.
   • Making referrals to local authority safeguarding teams.
   • Liaising with schools, social care, or police where required.
   • Maintaining safeguarding records.
   • Ensuring staff training compliance.

   If the DSL is unavailable and there is immediate risk, staff must contact emergency services (999) or the relevant local authority safeguarding team directly.

7. Recognising and Responding to Concerns

   If a child or adult discloses abuse:

   • Stay calm.
   • Listen carefully.
   • Do not promise confidentiality.
   • Reassure them they have done the right thing.
   • Do not investigate.
   • Record facts accurately and objectively.

   If you observe signs of harm:

   • Document factual observations.
   • Report immediately to the DSL.

   If someone is in immediate danger:

   • Call 999.
   • Inform the DSL as soon as possible.

8. Reporting Procedure

   1. Immediate Risk – Contact emergency services.
   2. Report Concern – Report the concern to the Designated Safeguarding Lead (Claire Williamson).
   3. Assessment and Referral – The DSL assesses the concern and refers to:
      • Local Authority Children’s Services.
      • Adult Safeguarding Team.
      • Police (if criminal offence is suspected).

   All concerns must be recorded within 24 hours.

9. Working in Community Settings

   When working in homes, schools, or community venues:

   • Lone working risk assessments must be completed.
   • Staff must follow professional boundaries.
   • Visits must be documented.
   • Any environmental concerns (e.g., unsafe living conditions) must be reported.

   If staff feel unsafe, they should withdraw and inform management immediately.

10. Professional Boundaries

    Staff (including subcontractors) must:

    • Maintain clear professional boundaries.
    • Avoid dual relationships.
    • Not accept significant gifts.
    • Not engage in personal social media contact with clients.

    Any concerns about boundary issues must be reported.

11. Information Sharing

    Information will be shared on a need to know basis in accordance with:

    • UK GDPR.
    • Data Protection Act 2018.

    Safeguarding concerns override confidentiality where there is risk of harm.

    Consent will be sought where appropriate, but it is not required where there is risk of serious harm.

12. Training

    All staff must:

    • Complete safeguarding training appropriate to their role.
    • Undertake refresher training at least every 2–3 years.
    • Receive safeguarding induction.

    The DSL should undertake enhanced safeguarding training.

13. Record Keeping

    Safeguarding records will be:

    • Factual and objective.
    • Dated and signed.
    • Stored securely.
    • Kept separate from general clinical notes where appropriate.

14. Whistleblowing

    Staff who are concerned about unsafe practice or organisational failings may raise concerns internally with the DSL or management.

    If concerns are not addressed, staff may escalate to:

    • Local Authority Safeguarding Team.
    • HCPC.
    • NSPCC Whistleblowing Helpline.

    Staff will not suffer detriment for raising genuine concerns.

15. Review

    This policy will be reviewed annually or sooner if legislation or guidance changes.

Emergency Contact Section

Children’s Safeguarding Team

• Derbyshire: 01629 533190 (Mon–Fri, 8am–6pm) or 01629 532600 (out of hours).
• Nottinghamshire: 0300 500 80 90 (Mon–Thu, 8:30am–5pm; Fri, 8:30am–4:30pm), submit an online referral, or 0300 456 4546 (out of hours).
• Staffordshire: 0300 111 8007 (Mon–Thu, 8:30am–5pm; Fri, 8:30am–4:30pm) or 0345 604 2886 (out of hours).

Adult Safeguarding Team

• Derbyshire: 01629 533190 (available 24/7).
• Nottinghamshire: County 0300 500 80 90 (or 0300 500 80 80), or Nottingham City 0115 8763330.
• Staffordshire: 0345 604 2719 (Monday to Friday, 9am–5pm) or 0345 604 2886 (out of hours).

Police

• Non-emergency: 101
• Emergency: 999